Maintenance/ repairs to Air conditioning

SPECIFICATION: Maintenance/ repairs to Air conditioning units for a period of 12 months on As and When required basis



1.     Scope Of Work

2.     Definitions

3.     Maintenance References and Compliance

4.     Maintenance Units Identity

5.     Preventative Maintenance

6.     Contract Performance

7.     Terms Of Payment

8.     Pricing

9.     Bill Of Quantities

Appendix 1: Maintenance Schedules Tasks Description


1.     Scope Of Work

1.1. The scope of the work / services to be provided by the contractor is as follows:

  Carry out preventative maintenance and corrective maintenance or repairs to Air-conditioning Units, Electrical and Cooling Towers on as and When required basis.

  The scope also includes a 24hr, Monday to Friday emergency service as and when required by WATERBERG TVET COLLEGE

  The contractor will ensure that Air-conditioning units works effectively and will point out all major faults to WATERBERG TVET COLLEGE


2.     Definitions

2.1Project Manager Infrastructure: A manager of WATERBERG TVET COLLEGE responsible of building and infrastructure portfolio or any person lawfully acting in that capacity.

2.2Maintenance Unit: Air-conditioning Units.

2.3Normal Working Hours: Hours of work as determined by a wage regulating measure or statutory enactment for any trade or activity, during which the basic minimum rate of pay is applicable and excludes all time for which a higher rate of pay is obligatory. Where no wage regulating measure is in force, the hours will be 07h00 to 17h00 Mondays to Fridays excluding a daily meal break.

2.4Contractor: Successful tender who is appointed by WATERBERG TVET COLLEGE and will be responsible to carry out the works as per this specification.


3.     Maintenance References and Compliance

3.1. All electrical and air-conditioning work will be in accordance with the following publications

  SABS 0142, SABS 1152 and SABS 0147 Code Of Practices

  E7/1 or E7/2, E4E specifications

  OHS Act 85 of 1993 as amended and

  Other applicable Municipal By-Laws and Regulations

  Contractor must submit a Category B certificate for an employee who has been trained as a gas practitioner.

  Contractor must submit at least three CVs for qualified (Trade Tested) technicians and attached all certificates for trade test. Two of these technicians must be trade tested Air con technicians and one must be trade tested electrician.


4.     Maintenance Units Identity

The contractor must familiarize himself with units installed on campuses. This can be arranged with Project Manager Infrastructure. Rates quoted must be inclusive of any ac unit that will be attended

5.     Preventative Maintenance

5.1. All planned work will be carried out during normal working hours at the cost tendered for in the Bill Of Quantities. Visits to the premises will be as scheduled for the contractor to carry work on the maintenance units as per this specification. The Air-handling units room will have a site log book which is to be properly completed by the Contractor on every visit and the reason for the visit recorded.

5.2. Planned work referred to herein will include

  Monthly service as and when requested by Project Manager Infrastructure on maintenance units and cleaning of the cooling tower (where applicable); 

See Appendix 1 for the minimum tasks to be performed for each maintenance schedule. 

5.3. The Contractor shall produce and issue to WATERBERG TVET COLLEGE a written report of any testing, inspection, examination, investigation and/or assessment undertaken and execution of any repairs by the Contractor. Reports will highlight

  the type of work or service done

  problems experienced

  results of inspection

  faults found and their priority thereof

Quotations for any corrective work required shall be submitted to WATERBERG TVET COLLEGE and on the approval of such quotations the Contractor will correct or repair accordingly.

5.4. WATERBERG TVET COLLEGE reserves the right to conduct an independent safety and quality audit to be carried out on the maintenance performance of the units. The contractor shall provide his own quality controls to ensure compliance with the specifications, units maintenance manuals, any changes to legislation or regulations applicable to the maintenance units and possible modernisation products to upgrade or to improve the reliability and performance of the units will be brought to WATERBERG TVET COLLEGE for consideration.


6.     Contract Performance

6.1. The contractor will sign a service level agreement with the WATERBERG TVET COLLEGE.

  the number of breakdowns for specific period

  the turn around time to attend to emergency callouts

  planned vs. actual progress

  submission of reports, invoices and other administration duties

  payment of invoices


7.     Terms Of Payment

7.1. The terms of payment will be monthly and upon receiving the invoice, WATERBERG TVET COLLEGE shall pay the Contractor within 30 days. This is subject to the invoicing being both correct and free from anomalies.

7.2. All pricing information shall be exclusive of VAT.

7.3. Invoices shall show the period, the lump sum for the maintenance work and the breakdown of all work for which the payment is being claimed for. All non-maintenance invoices shall be presented on a per maintenance unit basis and a fully itemized list of the work being charged for will be incorporated into the invoice. A photocopy of the worksheet which shall indicate entry and exit times from site which shall be signed by the WATERBERG TVET COLLEGE representative shall be attached to the invoice and any invoices submitted without this attachment and fully completed to the satisfaction of the WATERBERG TVET COLLEGE will be rejected.

7.4. Additional works shall be separately invoiced and these shall be submitted monthly. Where such works are covered by the Schedules of Rates the schedules shall be strictly adhered to in preparing the invoice. Works authorized by WATERBERG TVET COLLEGE representative which falls outside the scope of the contract and the Bill Of Quantities shall be invoiced separately and fully detailed with the works involved and cross referenced to the issued order number. WATERBERG TVET COLLEGE reserves the right to request the invoice for the material or spare parts purchased by the Contractor on the works done.

7.5. If invoices are presented which do not fully comply with the format as detailed, they will be rejected. All invoices shall portray the identity number of the maintenance unit involved and site location and VAT as a sum of money shall be included within the total monies being claimed. A schedule of accumulative costs shall be submitted each month showing the expenditure to date of non-contract repair works and misuse / vandalism as two separate totals. WATERBERG TVET COLLEGE will accept no liability and/or responsibility for the late payment of the invoices which have been incorrectly addressed by the Contractor.

7.6. No payment shall be made by WATERBERG TVET COLLEGE for any unauthorized service performed by the Contractor.


8.     Pricing

8.1. From the compulsory site briefing, the Contractor shall familiarized himself with the present conditions of the maintenance units and submit prices accordingly; additional changes to the maintenance contract will not be accepted.

8.2. The  Contractor shall include for all costs associated with the works for his use to include plant, tools, test equipment, chemicals, sundry materials; temporary lighting, small plant and tools; temporary plant and equipment to maintain operations in breakdowns; off-loading, hoisting and handling of all materials and plant; access to the works, administration and security; transport for staff;  protecting the Works; safety, health and welfare of people;  removing rubbish, protective casings and coverings away from the site and cleaning the works on completion; temporary screens, hoardings, guard rails, landing barriers, scaffolding and  similar items; control of noise, pollution and all other statutory obligations;  all necessary attendances in connection with examination and/or tests in compliance with OHS Act Regulations and all necessary management and supervision of the Works.

8.3. There will be and agreed annual percentage escalation on this maintenance contract on items listed on the Schedule of Prices.



Maintenance Unit

Maintenance Schedule

Tasks Description

1. Air-Handling Units and Packaged Units


  Run and visually inspect all equipment covered

  Check and clean filters

  Check condition of finned surface of cooling coil for physical damage and comb as required

  Check effectiveness of canvas collars on fan

  Check and adjust drive belt tension of supply air fan

  Check condition and report on supply air fan belt

  Check for abnormalities on fan motor

  Check condition and clean supply air fan impeller

  Check supply air fan motor holding down bolts

  Check supply air fan securing bolts

  Check supply air fan bearings

  Check for abnormal noises and vibration of supply air fan

  Check security on shaft of supply air fan an motor pulleys

  Check and clean condenser drain pans and drain pipes

  Run unit with covers off and check for undue vibration on fan motor

  Check and report on unit access cover panel catches

  Make sure that all covers, panels, doors and closing screws are replaced after each service

  Check operation of 3 way control valves.

  Remove all air flow obstructions from coils and fins

  Inspect fan operation (observe the different stages of cooling are operational as applicable)

  Check belt ware and tension

  Check bearings and bearing lubricant

  Check for pipe connection leaks

  Inspect for Leaks

  Record operating temperatures, pressure and amperages

  Clean the machine

  Clean the machine Plant Room

  Check for correct operations of Condenser Pumps

  Check for undue noise or excessive vibration of Condenser Pumps

  Pressure clean finned cooling and heating coils with approved chemical agent

  Remove all corrosion treat with a suitable corrosion inhibitor and repaint.

  Report condition of filters

  Pressure clean finned coils with approved chemical agent

  Inspect Motor Mounts.

  Determine level of condenser tube fouling and mechanically brush-clean tubes if required.

  Clean external surfaces and restore damaged paint work.

  Run and visually inspect all equipment covered

  Record operating temperatures, pressure and amperages

  Check refrigerant charge

  Check for refrigerant leaks

  Clean the machine

  Clean the machine Plant Room

  Report any deficiencies

2. Cooling Towers


  Remove inspection panels and inspect unit thoroughly internally and externally

  Clean thoroughly all strainers, spray nozzles, sump and air screen panels

  High pressure clean eliminators

  Clean float valve assembly and check for proper operation

  Operate all hand valves and inspect for correct operation

  Check bypass valve operation

  Inspect fan operation

  Remove dirt or debris from fan and air inlet screens

  Clean Strainers Clean float valve assembly and check for proper operation;

  Suitably treat and repaint all corroded surfaces;

  Operate all hand valves and inspect for correct operation







Rate(Year 1)

Excluding Vat

Rate(Year 2)


Normal working Hours (Monday to Friday from 7am to 4:00pm)





1.1.  Labour rate (air-con technician)





1.2 Labour rate (electrician)

Test, label, repair and commission all electrical connections including to provide C.O.C. All DB's must be checked.






1.3 Labour rate (assistant artisan)





After hours





2.1.Labour  Rate (Air-con Technician)





2.2 Labour rate (electrician)

Test, label, repair and commission all electrical connections including to provide C.O.C. All DB's must be checked






2.2 Labour rate (assistant artisan)





Sunday Hours





3.1.Labour  Rate (Air-con Technician)





3.2 Labour rate (electrician)

Test, label, repair and commission all electrical connections including to provide C.O.C. All DB's must be checked






3.3 Labour rate (assistant artisan)





Public Holidays





4.1.Labour  Rate (Air-con Technician)





4.2 Labour rate (electrician)

Test, label, repair and commission all electrical connections including to provide C.O.C. All DB's must be checked.






4.3 Labour rate (assistant artisan)





Travel Rate to be calculated from central office, Mokopane 







No Charge

No Charge


>50 up to 500 maximum





Material Mark-up





Service of split type air conditioner





Service of window/wall type air conditioner





Service of console type air conditioner











Sub - total










Grand total












Previous Experience: (Relevant experience to Air conditioning repairs, maintenance and service)

(Supply detail info on projects successfully completed and letters of references)

   >3 Recent Projects= 20 points

   2- 3 Recent Projects =17 points

   1- 2projects = 10 points





 CIDB Grading

   2 ME or higher = 15 Points

   1 ME = 13 Points

   No CIDB = 0 Points





Capacity: Resources available for this project (min 4, attach copies of trade test certificates, National Diploma and CVs)

   Trade tested air con technicians x 2 ,1 x Senior technician with S4/National Diploma Electrical/Mechanical Engineering, and 1 trade tested electrician with wiremans license = 15 points

   Trade tested air con technicians x 2, with no electrician = 10 Points

   Trade tested air con technician x 1, with or without electrician = 0 points










Minimum of 80% must be achieved to qualify to next evaluation stage (Price 80 and 20 BEE). Formula will be used to determine successful bidder






Bidders are hereby invited to submit quotations by Friday 13 November 2020 at 10h00am. Due to COVID- 19 only emailed submissions will be accepted. Please email your quotation to Mr M Jwara, Please attach BBBEE certificate, CSD report, Tax Clearance, Bank verification letter, CIDB grading status, company proposal detailing project team and their qualifications etc., price proposal, trade test certificates and personnel CVs

All queries can be addressed to Waterberg College Infrastructure Manager, Mr MT Jwara on 015 492 9000